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7.1. SR 05-20-2013 Elk REQUEST FOR ACTION River TO ITEM NUMBER Mayor and City Council 7.1 AGENDA SECTION MEETING DATE PREPARED BY Public Hearing May 20, 2013 Justin Fe rite, City Engineer ITEM DESCRIPTION REVIEWED By 2013 Street Improvement Project- Assessment Hearing and Cal Portner, City Administrator Award of Construction Contract REVIEWED BY ACTION REQUESTED Hold an assessment hearing. Upon conclusion of the hearing,adopt the following by motion: 1. Resolution adopting the final assessment role. 2. Resolution awarding the bid and authorizes the execution of the contract with Hardrives, Inc. BACKGROUND/DISCUSSION This is the assessment hearing for the 2013 Street Improvement Project. Staff will make a short presentation of the proposed improvements and the financing aspects of the project. The only portions of the project to be assessed are the developer-owned lots in the unfinished developments. These lots are being assessed 100% of the costs associated with the improvements in each separate development. By law,property owners must submit a written objection at or before the assessment hearing in order to preserve their right to appeal the assessment. Simply speaking at the public hearing and voicing an objection is not sufficient to preserve the right to file an objection with the District Court. Three construction bids were received on Thursday,April 11, 2013, ranging from $3,248,884.16 to $3,401,092.06. The low bid was from Hardrives, Inc., for$3,248,884.16. An alternate was included in the bid for the full depth reclamation of 202nd Avenue, above the planned mill and overlay as requested at the improvement hearing. The cost for the alternate was bid at $187,922.39. Due to its high cost with limited benefit, staff recommends not awarding the alternative, which reduces the awarded construction contract with Hardrives, Inc. to $3,060,961.77. The removal of this work from the contract did not change the low bidder on the project. FINANCIAL IMPACT Total project costs,including overhead expenses is $3,520,106.04,which is 4.5% below the project estimate detailed in the Preliminary Engineering Report and below the projected project outlay shown in the attached Pavement Management CIP analysis. ATTACHMENTS • Tabulation of bids • Pavement Management CIP Analysis • Resolution adopting final assessment roll • Assessment Roll • Resolution awarding the low bid and authorizing execution of the contract f { / % CO: 2 3 / ® 0) % 7 / C) - 0 & F 8 $ \ e « % It 2 2 R 2 R \ a i \ n ) k = \ o 2 \ x x x ƒ ) 7 } C § q z § ) x x x § \ � .\ / = 0 E «. 2 \2 § § x x x \ i § 71 �\ 2 7 § \ _ \ CD § ; a£ x x x % m / k I \ \ ƒ C4 S U) _ 7 e ƒ 0 % C k ( 2 E d 0 '= 2 / k z k / ©CL e e k CL & } \ k 3 � / / 2 \ a L) 41) � � 2 _ k k / } \ L k \ n w � � 9 0 0 n z m m e CO ak § E 2m m O N O N O O ti V) U O N O ' N O O I— .tE3, 0) 0) (Ti O V' O O O In rE O If) to O O V �Y N N N M T SY W O 00 O CO O. 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C u +� ` U) 0 W m C W m w U1 V Q F- t6 f6 a7 M 1 F- W I-- cr- V 0 Z RESOLUTION 13- A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ADOPTING FINAL ASSESSMENT ROLL IN THE MATTER OF THE 2013 STREET IMPROVEMENT PROJECT WHEREAS upon due notice properly made as required bylaw,the Elk River City Council has met and heard and passed upon all objections to the proposed assessment for the 2013 Street Improvement project and has determined the amount to be assessed against each individual property as the Council deems just; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River,Minnesota: 1. The final assessment roll,a copy of which is attached hereto and incorporated herein by this reference,is hereby accepted and adopted and shall constitute the special assessment against the lands therein named. Each such tract of land in the assessment roll is hereby found to be benefited by the improvement in an amount not less than the amount of the assessment levied against it. 2. Such assessment shall be payable in equal annual installments,including both principal and interest, amortized in such amount annually as is required to pay the principal with interest at 2.21%over a period of five years. 3. The owner of any property so assessed may at any time prior to certification to the County Auditor of the assessment or the first installment thereof,pay to the City Treasurer the whole of the assessment on such property,with interest accrued to the date of payment; except that no interest shall be charged if the entire assessment is paid within 30 days after the adoption of this Resolution. Prepayment may also be made after the certification of the assessment or first installment thereof by paying to the City Treasurer/County Auditor the entire amount of the assessment remaining unpaid with interest. In the case of a payment made before November 15,interest will be calculated through December 31 of the year in which payment is made. If payment is made after November 15,interest will be calculated through December 31 of the next succeeding year. 4. The City Administrator shall transmit to the County Auditor a certified duplicate of the attached assessment roll to be extended on the property tax lists of the County. Such assessment shall be collected and paid over in the same manner as other municipal taxes. Passed and adopted this 20�b day of May,2013. ATTEST: John J.Dietz,Mayor Tina Allard,City Clerk F e - - - - - - - - - - N N N N N N e a a a a a a a a a a a a a a a n - - - - - - - - - - N N N N N v W 4 444444444 - �i C4C4C C4 C4 . .i .i .i .i �. .. m c Q Q Q Q Q Q Q a •' c •' •' ,7, �o �o �o �o �o �o �o �o �o �o 'O 'O'O •p 'O 'O 'O 'O 'O 'O 'O 'O 'O r�i G F-I F F F F F F F u u u u u u u u � w w w w w w w w w w w w w w w x �� � � �a, H H H H H H H H H H F � ¢ ¢ ¢ ¢ a •o •o •o •o •o •o •o :° ;o ;o ;o ;o ;o ;o ;o � OA 7 V1 N q .� �" .�.� 'o •o •o •o •o •o •o •o •o •o p - _ _ _ _ •o •o •o •o •o •o •0 0 0 0 0 0 0 0 0 14, 14, G � °o °o °o °o °o °o °0 0 0 0 0 0 0 0 0 � w enww F F F F F F F 2 N — — — — — — — — - a O O O O O O O O O O O O O O O Cq Cq Cq Cq Cq Fn Cq Cq •ol 0-1 0-1 .c-1 .c-1 .c-1 .c-1 .c-1 .c-1 .c-1 .c-1 .c-1 .c-1 W W W W W W — N c2 2 n .� r 15 15 5 z z z 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 � � � � � �, �, �, zzz zz zzz zzzzzzzzzzzzzz qqq N N N w w N N N a aaaaa a ¢ ¢ v v v v v v v ro ro ro y O o o x x N N N N N N N 0 0 0 N N Q Q Q h O a a a - - a a a - - - - - - - - - - - - - - i O • o � y W z z � � � � � � � � � �d �d � �z z z z z z z z z z z z z z z z z z z z z z z z z z z 2 d d d x x x x x d d d d d d d d d d d d d d d Fx x x x x x x x x x x x x x w www w x x x x x x x x x x x x x x x �' 33333 - q C z z > z z z z z z z z z z z z z z z z z z z z z z z z z z z z z z z z ¢ ¢ w Q Q Q Q Q Q Q Q Q Q Q Q Q ¢ ¢ ¢ ¢ ¢ Q Q Q Q Q Q Q Q > > > > > > > > > > > > > z z > > > > > > > > > > > > > > > 3 w w w w w w w w w w w w w 0 0 0 0 0 w w w w w w w w w w w w w w w W as a � � � � � � � � � � aaaaa aaaaaaaaaaaaaaa NNNNN wwow v;v; v; v;v; v;v; v;v; v; � � � � � wwwwwwwwwwwwwww 44 x v v v v v v v v v v a a a a a 4 4 4 4 4 4 4 4 4 4 4 4 4 4 w xzQa zzzzzzzzzz °'°'°'°'°' xxxxxxxxxxxxxxx 00000 z a a x a 0 0 0 0 0 0 0 0 0 0 z zzz z a a a a a a a a a a a a a a a x x u x x x x x x x x x x x x x x x x ° � NNaN xxxxxxxxxx aaaaa NNNNNNNNNNNNNNN z � � � � � zzzzzzzzzzzzzzz W Z w w w w O w w w w w w w w w w w www w w w w w w w w w w w w w w w w x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x x a > W — o. x F 22 22 W � _ N W w M x 1 11 11 x 11 M imi I 1 11 11 F RESOLUTION 13- A RESOLUTION FOR THE CITY OF ELK RIVER A RESOLUTION ACCEPTING BID AND AUTHORIZING EXECUTION OF CONTRACT IN THE MATTER OF THE 2013 STREET IMPROVEMENT PROJECT WHEREAS pursuant to a City Council Resolution 13-09,passed at the March 3,2013,meeting, competitive bids were solicited and received for the 2013 Street Improvement Project; and WHEREAS the City Council has considered the amount of the bids and the responsibility of the bidders and determined that Hardrives,Inc.is the lowest responsible bidder; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Elk River,Minnesota: 1. The Mayor and City Administrator are authorized and directed to execute, on behalf of the City, such contract with Hardrives,Inc. as is approved by the City Attorney,for the completion of the 2013 Street Improvements according to the approved plans and specifications. 2. The City Administrator is authorized and directed to forthwith return to all bidders the deposits made with their bids upon execution of the contract specified above. Passed and adopted this 20th day of May,2013. John J. Dietz,Mayor ATTEST: Tina Allard,City Clerk N:APublic Bodies\Agenda Packets\05-20-2013\X7.1 AT5 Accept bid authorize contract.doc